Role Purpose:
The Operations Admin Officer serves a dual role as both a receptionist and a vital support member of the operations team. This position is essential for ensuring the efficient functioning of daily office activities and delivering exceptional customer service to stakeholders and clients. The incumbent will be expected to uphold the organization’s standards and procedures while aligning with overall business objectives.
The Operations Admin Officer is expected to demonstrate a proactive approach in fulfilling his/her responsibilities, ensuring that all tasks are completed in alignment with the organization’s goals and values.
OFFICE ADMINISTRATION:
• Financial Management: Handle office- related payments within approved expense limits, ensuring timely processing of invoices for services such as courier, rent, utilities, cleaning, and telecommunications to support uninterrupted business operations.
• Manage day- to- day administrative tasks: to ensure the smooth operation of the office environment
• Procurement of Supplies: Manage the procurement and inventory of office supplies, ensuring that all necessary materials are available and properly organized
• Expense Tracking: Maintain accurate and up- to- date records of office expenses and costs, providing regular reports as needed.
• Record Keeping: Systematically maintain and file all business records, ensuring easy access and compliance with organizational standards.
RECEPTIONIST TASKS:
• Front Office Management: Greet customers and guests upon arrival, providing a warm welcome and directing them to the appropriate person or department as needed.
• Reception Area Maintenance: Maintain a tidy and presentable reception area, creating a welcoming environment for visitors.
• Communication Handling: Respond to general inquiries and correspondence via telephone and in- person visits, ensuring all queries are addressed promptly and professionally.
• Mail and Delivery Management: Receive, sort, and distribute daily mail and deliveries to the appropriate recipients in a timely manner.
• Building Liaison: Coordinate with the Property/Building Manager for visitor check- in and registration, ensuring compliance with health and safety practices, fire drills, and the dissemination of important messages or events.
• Additional Clerical Duties: Perform other clerical and receptionist tasks as required to support the smooth operation of the office.
VAT INVOICE ISSUANCE:
• Adjustment Processing: Receive and process invoice adjustment requests, making necessary corrections promptly.
• Record Keeping: Maintain organized records and filing of all invoices to ensure easy access and compliance with regulatory requirements.
• Policy and Payment Verification: Verify the status of policies and payments within relevant systems and with Points of Contact (PICs) prior to issuing invoices, as needed.
• Reporting: Prepare and submit reports on invoice usage, cancellations, and adjustments to the Finance (FA) department and any relevant tax authorities as required.
• Stakeholder Communication: Communicate with relevant stakeholders to gather all necessary information for issuing the final invoice when required.
• Invoice Management: Handle all outgoing invoices to customers and clients by creating and sending electronic invoices, billing statements, and invoice adjustment statements as requested by business line representatives or related parties, ensuring timely delivery.
• Consistency Assurance: Liaise with related parties to ensure consistency in requests from different sources, preventing duplication and errors.
• Data Verification: Check all data inputs and required information for invoice issuance to guarantee the accuracy of the final bill or invoice.
CUSTOMER/BUSINESS SUPPORT:
• Administrative Assistance: Provide support to Underwriting (UW) teams with various administrative tasks as required or assigned by the Operations management team.
• Additional Tasks: Perform any other tasks assigned by the Operations management team to support overall business objectives.
• Reporting: Prepare and submit comprehensive reports on all monthly payouts, including forecasts for commissions and marketing campaigns, to the Finance (FA) department.
OTHER RESPONSIBILITIES:
• Flexibility in Role: Be prepared to take on additional tasks
• Ad- Hoc Duties: Perform various ad- hoc tasks and responsibilities as needed to support the expansion of operational functions and the growth of the company.
